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MEETING MINUTES

MINUTES
REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY BOARD OF TRUSTEES
JUNE 19, 2003

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, June 19, 2003, in the Central Library pursuant to due notice to trustees. The following members were present: Daniel T. Roach, Chairman; Rebecca L. Mahoney, Vice Chair; Annette A. Juncewicz, Secretary; W. Lawrence Buck; Phyllis A. Horton; John B. Long; Judith K. Summer; Sharon A. Thomas; Raul Vazquez; George M. Zimmermann, Trustee Emeritus. Excused: William P. Brosnahan; Elaine M. Panty, out of town; Abdul H. Raoof; Wayne D. Wisbaum, out of town.

Chairman Roach called the meeting to order at 4:03 p.m. in the Joseph B. Rounds Conference Room.

Agenda Item B – Approval / Changes to the Agenda. Chairman Roach entertained a motion to amend the agenda and allow the Board to convene in Executive Session during New Business to discuss a personnel matter. Ms. Horton made a motion, seconded by Ms. Summer, and the motion was carried.

Agenda Item C – Minutes of the Meeting of May 15, 2001. On motion by Ms. Mahoney and seconded by Ms. Horton, the Minutes were approved as mailed.

Agenda Item D – Report of the Chair.

Agenda Item D.1 – Election of Treasurer. At the May meeting, Dr. John Long was nominated by Chairman Roach to serve as the Board’s Treasurer. The Chairman entertained a motion to elect Dr. Long. Ms. Mahoney made a motion, which was seconded by Dr. Vazquez. Dr. Long was unanimously approved to be the Board Treasurer.

Chairman Roach explained that the Board’s Bylaws permit meetings to be intermitted by resolution, and he proposed that the July Board meeting be canceled. Mr. Buck made a motion, seconded by Ms. Horton, and the resolution was approved.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. The Executive Committee met on June 12th. Deputy Director Kenneth Stone will explain the budget and finance items before the Board. The Project Review Committee has three items on the agenda. Mr. Wisbaum met with Library administrators and Ms. Vedder to work on strategies to raise $1.8 million for the Central Library renovation project. RENEWAL Committee matters will be discussed later in the meeting.

Chairman Roach reported that Wayne Wisbaum received the prestigious Root/Stimson Award from the New York State Bar Association. This award honors an attorney whose dedication to community service and the profession exemplifies the ideals of Mr. Root and Mr. Stimson. Library trustees expressed congratulations to Mr. Wisbaum for this recognition.

Agenda Item E.2 – Budget & Finance Committee. Deputy Director Stone explained budget and finance items.

Agenda Item E.2.a – Contract Library Transfers. On motion by Ms. Juncewicz, seconded by Ms. Summer, the following was approved unanimously.

RESOLUTION 2003-27

WHEREAS, a request for budget transfers has been received from the Amherst Public Library, now, therefore, be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $57,308 within the budget of the Amherst Public Library.

Agenda Item E.2.b – Amend 2003 Budget: County Legislator Member Aid. Legislators Fisher, Marinelli and Smith have allocated $10,000 for repairs and painting at the Fairfield Branch Library. This resolution would accept those funds and amend the 2003 budget. On motion by Ms. Juncewicz and seconded by Ms. Horton, the resolution was unanimously approved.

RESOLUTION 2003-28

WHEREAS, on May 22nd, the Erie County Legislature adopted a resolution sponsored by Legislators Marinelli, Fisher and Smith allocating monies from the Legislature Contractual Expense Account in the amount of $10,000 for repair/painting at the Fairfield Library, and

WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, and

WHEREAS, libraries within Erie County are routinely in need of additional funds to provide services and materials to local patrons, and

WHEREAS, Legislators’ strong support for the community’s public libraries is greatly appreciated and helps the libraries support a great deal of use, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accepts the $10,000 from the County Legislature for the benefit of the Fairfield Library, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes a budget amendment to the 2003 library budget to allocate revenues of $10,000 into SFG account 8209734206863200 (Inter-fund Subsidy), and expenditures into SFG account 820973420923 (Repairs and Maintenance).

Agenda Item E.2.c – Emergency Generator Project Contingency Increase. An increase of $10,000 to the contingency line of the emergency generator project is required to complete the work. Funds are available within the Library’s Repairs and Maintenance account to accommodate this change. Ms. Juncewicz made a motion to approve. Mr. Buck seconded, and the following resolution was unanimously approved.

RESOLUTION 2003-29

WHEREAS, the Library’s 2000 budget included $300,000 in the Repair and Maintenance Account for major repair projects in the Central Library, which is a County-owned building, and

WHEREAS, the balance of these project funds has been re-budgeted into each subsequent year’s budget, and

WHEREAS, one of these projects involves replacing and upgrading the Central Library’s emergency power generation system, which is in poor condition and does not have the capacity to support library computer network operations, and

WHEREAS, library staff has worked closely with Erie County Department of Public Works (DPW) staff in planning this project, and

WHEREAS, the Board of Trustees of the Buffalo and Erie County Public Library, in Resolution 2002-23 (April 2002), approved a contract award at a base price of $149,396, plus a contingency of $20,000, and

WHEREAS, as the project was nearing completion, modifications to the air supply system were identified to ensure adequate operational performance, particularly during summer months, and

WHEREAS, to ensure this change order can be processed and to maintain an adequate contingency through project completion, the County Public Works Department recommended the contingency be increased by $10,000 to a total contingency of $30,000, and

WHEREAS, sufficient funds are available within the library’s SFG 823 (Repairs and Maintenance) account to accommodate this change, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves increasing the Central Library Emergency Generator Replacement Contingency Fund by $10,000 to a total of $30,000.

Trustee Thomas arrived at approximately 4:10 p.m.

Agenda Item E.2.d – 2003 Budget Adjustments: Allocating 2002 Year-end Balance. Mr. Stone explained the suggested reallocation of the 2002 year-ending fund balance of $601,321 into 2003 budget accounts. The Designated for Improvements and Long-term Replacement account would receive $156,087. Capital outlay and items at variance from the 2002 budget would receive $287,728. The remaining $157,506 would be retained as an undesignated fund balance. On motion by Ms. Juncewicz, seconded by Ms. Horton, the resolution was approved unanimously.

RESOLUTION #2003-30

WHEREAS, at its regular meeting of December 19, 2002, the Board of Trustees of the Buffalo and Erie County Public Library adopted Resolution 2002-73 adopting the Library’s 2003 Budget, and

WHEREAS, subsequent to adopting the 2003 budget a number of 2002 projects and activities not completed or implemented in 2002 are desired to be completed or implemented in 2003, and

WHEREAS, additional adjustments to the 2003 budget are needed to meet unanticipated expenses, and

WHEREAS, it is desirable to utilize a portion of available ending fund balance to augment the Library’s Designated for Improvements and Long-term Replacements,” and

WHEREAS, sufficient 2002 ending fund balance is available to meet these objectives, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amend the 2003 Operating Budget revenue and expenditures by $287,728 as shown on the attached Exhibit One, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library allocate $156,087 of available 2002 ending fund balance to the Library’s Designated for Improvements and Long-term Replacements balance sheet account.

Resolution 2003-30: Exhibit One

Proposed Uses For 2002 Remaining Ending Fund Balance
Year End Closing (Subject to Final Audit Adjustments)

Subtotal Undesignated Ending Fund Balance After 2003 Budgeted Uses: $601,321

Agenda Item E.2.e – Monthly Financial Report. The monthly financial report for April was presented for information. Mr. Stone reported fine income is still tracking at the lower end of projections.

Agenda Item E.3 – Project Review Committee. Director Mahaney reported the Project Review Committee met on July 9th to discuss three proposals, which Deputy Director Ruth Collins will present. Mr. Mahaney expressed his congratulations to Mr. Wisbaum for receiving the Root/Stimson Award and reported Mr. Wisbaum has met with Library and Foundation personnel and offered guidance on the Library’s capital campaign. Mr. Mahaney believes Mr. Wisbaum’s expertise in fundraising will greatly assist the Library in moving forward with this project.

Agenda Item E.3.a – Special Events Programming. Ms. Collins explained this resolution would allow the Library Foundation to raise funds to establish an annual programming fund to bring special events to the Central Library. On motion by Ms. Horton, seconded by Ms. Summer, the resolution was approved.

RESOLUTION 2003-31

WHEREAS, the Buffalo and Erie County Public Library has made a commitment in its plan of service to ensure the Central Library’s role as a unique downtown destination, and

WHEREAS, special events programming is an integral part of the strategy to accomplish this objective, and

WHEREAS, monetary resources through Erie County operating funds and government grants are not always adequate or appropriate for this use, therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves this request that the Library Foundation establish an annual special programming fund to support the efforts of the Library’s Programming Committee.

Agenda Item E.3.b – Rare Book Access Project. Ms. Collins stated Resolution 2003-32 would continue funding for a librarian working with rare books. Collections that were previously unavailable will be made accessible, and the B&ECPL will be able to create publications and special exhibits. On motion by Ms. Juncewicz, seconded by Mr. Buck, the resolution was approved unanimously.

RESOLUTION 2003-32

WHEREAS, the Buffalo & Erie County Public Library has an extraordinary rare book collection that supports the Central Library’s role as a unique downtown destination, and

WHEREAS, considerable progress has been made in making that collection accessible to the public in large part from the commitment that the Library Foundation has made in seeking and securing private grants, and

WHEREAS, the competing priorities in tight fiscal budget years would preclude the funding of a full-time librarian dedicated to rare books projects within the operating budget, therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves this request that the Library Foundation extend the funding of a Librarian I for one additional year.

Agenda Item E.3.c – Second Chance Program – 2003. This resolution would enable the B&ECPL to request funds from the Library Foundation to be used towards resolving the indebtedness of individuals, allowing former patrons with hardships or other extenuating circumstances to be reinstated with the Library. The Library Foundation would use funds from the deferred account to apply to individual accounts. Ms. Juncewicz made a motion to approve. The following was seconded by Ms. Horton and approved unanimously.

RESOLUTION 2003-33

WHEREAS, the Buffalo & Erie County Public Library has fiduciary responsibility to collect fines and fees for overdue or lost public property, and

WHEREAS, delinquent patrons are unable to borrow materials or have access to valuable services available online, and

WHEREAS, some delinquent patrons have compelling personal circumstances that warrant consideration in evaluating their borrowing status, therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves this request that the Library Foundation re-establish the Second Chance Program for 2003-2004

Agenda Item E.4 – RENEWAL Committee. Ms. Mahoney reported the RENEWAL Committee met on June 2nd. The South Buffalo project is moving forward, and site selection is underway. Trustees should continue to disseminate positive aspects of the South Buffalo project to help dispel negative, one-sided slingers that are being distributed. The Committee will now begin to focus on other potential projects.

Copies of two letters sent by County Executive Joel Giambra were shared with Trustees. The letters were mailed to elected officials who have more than one library facility in their community. County Executive Giambra is making the same offer to those communities as the proposal presented to South Buffalo. The County will build a new library for any community willing to replace two older libraries with one new building. In the past, communities had to provide funding for new library construction.

Mr. Mahaney explained the County Executive’s offer also extends to communities that have only one library but may be interested in working with a neighboring community to combine resources and build one new library.

Chairman Roach said the Board must be concerned about community response to the County Executive’s proposal. While it is certainly something that bears consideration, the people who use libraries must make a decision of this nature, and much input will be needed. Dr. Vazquez thinks it is very important that utilization patterns and demographics be studied. It might not make sense to close two busy libraries. Chairman Roach agreed with that and reiterated that careful consideration and due diligence will be done before any decisions are made.

Mr. Mahaney acknowledged that this process will not work everywhere. However, there may be some communities that would benefit substantially and those are the places where dialogue will occur. He stated a new library should be ready to open before any library is closed.

Ms. Summer thinks the County Executive’s offer is wonderful, but cautioned the Board needs to be sure sufficient funds are in the budget to run a new library without taking funds away from an existing library.

Agenda Item F – Report of the Director. Director Mahaney updated his written report on BLOOMSDAY Buffalo 2003 by stating that the correct date was June 16th, and Len Lenihan did not take part. He reported the RENEWAL Committee has essentially completed its work on the South Buffalo project. When construction takes place, the project will fall under the province of the Board’s Building Oversight Committee and the Building Advisory Committee. The Director will discuss the next steps to be taken with Mr. Brosnahan, Chair of the Building Oversight Committee.

The following was submitted by the Director and transmitted to Board members prior to the meeting.

State Legislature Adopts Budget Restoring Library Aid, Overrides Gubernatorial Vetoes: Within days of Governor George Pataki’s vetoes, the State Legislature overrode them, fully restoring library aid to 2002 levels. Unexpectedly, included on lines 21-24, page 173 of the Article 7 bill, A2106/S1406, is language directing that the allocation of library aid in statute for 2003-04 be at the same level as 2002-03. This essentially continues the “hold harmless” provision that maintains B&ECPL’s state aid at the level based upon 1990’s US Census population.

The Library’s 2003 budget assumed the population based-aid distribution would utilize Erie County’s 2000 Census population, which had declined 1.9% over 1990. The result of using the 1990 census population figures will be State operating aid revenues ending the year slightly more than $39,000 above the 2003 budgeted amount. State aid in the grant projects would likewise end the year approximately $10,000 above budget.

Announcements that funds will not be released before July — due to New York State’s cash flow problems — are already affecting payments to Erie County and the City of Buffalo, forcing increased borrowing to meet local cash flow needs. Further, barring a noticeable improvement in New York State’s economy, the 2004 budget situation will be at least as turbulent as 2003.

Huck Finn CD-ROM Is Worth the Wait! The fully illustrated CD-ROM, Huck Finn: The Complete Buffalo and Erie County Public Library Manuscript – Teaching and Research Digital Edition is complete and ready for production. This unique and innovative product allows users the opportunity to study the original, handwritten Adventures of Huckleberry Finn manuscript and how it relates to the published text. In addition, it includes 12 complete books, 309 articles and many documents that examine the novel as well as the historical, cultural, literary and social contexts. The CD-ROM is designed for four different reading audiences (beginner, intermediate, general and academic) with specific pathways for each to obtain appropriate information. More than 85 lesson plans are also featured for the classroom. The B&ECPL collaborated with the Library Foundation of Buffalo & Erie County, Inc. to retain a highly qualified, local institution to produce the CD-ROM, the Poetry and Rare Book Room of SUNY Buffalo, with the renowned Buffalo professor and Twain scholar Vic Doyno as editor. These collaborators make the Huck Finn CD-ROM an all-Buffalo production, showcasing the resources and talents of the region. For information on purchasing the Huck Finn CD-ROM, contact the Library Foundation.

Fine Revenue Results: May 2003 System-wide receipts totaled $107,517.98, which represents an increase of $39,707.27 — 59% over the $67,810.71 collected in May 2002. Year-to-date collections, including adjustments, now total $529,773.51, which is an increase of $177,571.79 — 50% above the 352,201.72 collected in the same period last year. These results continue to track in the low end of the $400,000 to $600,000 range of increase anticipated in 2003’s budget. CFO Ken Stone will continue to monitor and report revenue results throughout the remainder of 2003.

Sprockets to Rockets Continues: At 1 p.m. on Saturday, June 28th, the Central Library continues its summer-long “Art on Wheels” celebration, Sprockets to Rockets. To highlight June’s aviation theme, the B&ECPL presents “The Right Stuff Started Here.” Richard Byron, curator and senior historian at the Niagara Aerospace Museum, discusses the significance of Western New York to the development and history of aviation. A children’s program featuring traffic reporter Air Gordon begins at 2 p.m.

New Novel Has Connection to B&ECPL’s Birds of America: On Saturday, May 31st, the Central Library welcomed Canadian author Katherine Govier, who discussed Creation, her new novel that recreates the summer of 1833, when legendary naturalist illustrator John James Audubon traveled the treacherous passage from Newfoundland to Labrador in search of nesting grounds no ornithologist had ever seen. Following the discussion, attendees were rewarded with a rare treat: a visit inside the Rare Book Room to view several selections from two volumes of the library’s elephant folio edition of Birds.

Circulation Manual Gets Overhaul: At the May 14th Managers Meeting, staff was introduced to the first portion of the updated B&ECPL Circulation Procedures Manual. The procedures that support the Library’s Circulation Policy have not been revised since the early ‘90s. The first section of the manual deals with registration procedures and outlines the protocol for processing “new borrowers,” registration by proxy for homebound patrons, “agency” registration, etc. Unlike previous editions, this procedural manual is available online through the staff Intranet, where it can be updated regularly and without printing or distribution expense. Staff from Public Services (Carol Batt, Peggy Errington, Mary Schiffhauer) and Support Services (Ann Kling) collaborated on the presentation program, devising an imaginative game show format, complete with prizes, that ensured staff remained alert and involved.

In the Community: On Saturday, May 17th, the B&ECPL had a strong presence at “Carnival in the Park 2003.” From 11 a.m. to 1:30 p.m., librarian Claudia Yates and clerk Tammy Linkowski from Urban Services were stationed in Delaware Park behind the Art Gallery providing storytelling programs via the Lookie Bookie. From 11 a.m. to 5 p.m., Children’s Services librarian Jessica Ewing and librarian trainee Ann Marie Basso staffed a booth at the Literacy Tent and talked to parents about library resources and programming to encourage library use and reading. “Carnival in the Park” is an annual outdoor celebration of public school education. All funds raised by the Carnival revert to the parent-based organizations of the participating schools, to be spent on the needs of the children in those programs.

Enterprise Charter School: On May 28th, Chief Operating Officer Ruth Collins, System Public Services Administrator Carol Batt and Children’s Department Manager Kelly Shepherd met with representatives from Buffalo’s newest charter school, which will be located near the Central Library on Sycamore Street. B&ECPL staff took the opportunity to welcome Enterprise Charter School Assistant Director Jill Norton and the faculty (7 teachers at present) to the neighborhood. Librarian Christina Kaulbach-Stosuy escorted the teachers on a brief tour of the building, with extended stops in the Children’s Department and the LEAD Technology Lab. This was a valuable opportunity to begin partnering initiatives with the school, which will open its doors to students in grades K-8 this August.

“Hit the Books” Press Conference: Again this year, the B&ECPL and the Library Foundation will partner with the Buffalo Bills organization and its summer “Hit the Books!” reading program. The program’s kickoff press conference will be held in the Children’s Department on Friday, June 27th. Flyers and posters will be distributed to all B&ECPL locations. The Buffalo Bills provide tickets to each library to offer as prizes for participants, as well as chances to win passes to Training Camp.

Evaluating B&ECPL Services to Plan for the Future: On June 4th, the Service Evaluation and Planning Committee met to report on the status of 2003 goals. The Business Services Committee is conducting a survey to evaluate the basic business collection that was purchased for all B&ECPL locations last year. Results will determine the contents of the 2004 collection. The Outreach Committee has completed the analysis of its survey of services to persons with disabilities and seniors; the results will be distributed this month. The Technology Services Committee continues to evaluate and fine-tune the advancing Citrix project. The Performance Measures Committee completed and tabulated the results of the one-day “How Did You Get to the Library?” survey conducted by all branch and contract libraries in late April and early May. (Patterns were similar to those from the same survey conducted in October 2002. Reflecting a seasonal change, however, there was a slight decrease in the “Drive” category and a corresponding increase in the “Walk” and “Bike” options.) The Youth Services Planning Committee is developing a team programming pilot project for this summer that involves three branches and the Children’s Room. The 2004 New York State Summer Reading Program manual is nearing completion.

B&ECPL Staff Meet with Elected Officials and Community Representatives to Discuss Fairfield Branch: On April 28th, the Fairfield Branch Library hosted the Director, Legislators Lynn Marinelli and Judy Fisher, Councilmember Marc Copolla, Kathy Peterson of Parkside Community Association, Michele Graves of Vernon Triangle Group, Extension Services Administrator Sharon Y. Holley and Branch Manager Peter Lisker to discuss the condition of the Fairfield Library building and suggestions for exterior and interior improvements by the City and County. COO Ruth Collins joined the group for a follow-up meeting on May 19th. Subsequent to those meetings, B&ECPL and Buffalo Public Works staff have visited the library to assess water damage issues, roof integrity, the presence of lead in painted surfaces and other factors that might determine which projects are most viable. Legislators Marinelli, Fisher and Demone Smith have appropriated $10,000 to assist in maintenance and improvement efforts. Further details are forthcoming before potential projects can be prioritized. Meanwhile, the Parkside Garden Club met on Saturday, May 24th, to plant flowers, which they generously donated to beautify the library landscape.

B&ECPL Explores Collaborations with TOY: On May 21st, Assistant Deputy Director Ami Patrick (Community Relations) and Manager of Youth Services Chris Moesch visited the Theatre of Youth (TOY) for a tour of the facility and a performance of TOY’s latest production, “Lilly’s Purple Plastic Purse.” After the play, Mrs. Patrick and Mrs. Moesch met with TOY representatives Robert Brunschmid and Meg Pantera to consider ways the library can partner with TOY, including acting workshops, passes to future performances, and tours of the theater. Further discussion addressed ways the B&ECPL Youth Services Planning Committee can identify popular books to help TOY select future plays.

Programs Focus on Staff Health: On June 4th, more than 40 employees participated in B&ECPL’s annual Wellness Day. Several events were conducted, including glucose and blood pressure screenings by Independent Health, “Hug for Life” techniques on how to do the Heimlich maneuver by Univera, skin damage testing by the American Cancer Society and dental awareness from GHI. Literature from a variety of sources, including the Erie County Health Department and the American Heart Association, was also available. The Employee Assistance Program sponsored two sessions on “Stress Management,” providing staff with stress busters and relaxation techniques. The American Cancer Society presented the very valuable and pertinent program, “When Cancer Hits Home.”

Citrix Public Access Model Deployment Process Finalized: The process to deploy the new Citrix Public Access Model was finalized this month and computers at seven additional libraries/departments have been upgraded. They include:

Central Library – Business, Science & Technology
Central Library – Humanities & Social Sciences
Central Library – Special Collections & Music
Dudley
Fairfield
Martin Luther King
Mead

Feedback from patrons and staff using the updated and new programs continues to be extremely positive. A “Frequently Asked Questions” document has been created and will soon be posted on the Intranet to assist library personnel at all sites.

During the month of June, six additional deployments (East Delavan, Fronczak, Lackawanna, Niagara, North Jefferson and Reinstein Memorial) are planned, bringing the total to 13 (25% of all B&ECPL locations). It is expected that 20 additional upgrades will be performed in July with deployments completed in August.

Conviction Obtained in Theft of Funds from Novel Ideas: The former part-time manager of the Novel Ideas/Encore Editions Gift and Used Book Shop recently entered a plea of guilty to stealing $12,100 in cash from store proceeds over a period of months in 2001 and 2002. Upon discovery of the theft, the Library immediately contacted the District Attorney’s office, whose assistance over the past year proved key to obtaining a conviction. Staff, in cooperation with the Library Foundation, which provides banking functions for Novel Ideas, immediately implemented additional daily cash handling crosschecking procedures to prevent future loss. These procedures were already in place for regular Central Library business operations, which were not affected by this incident. Sentencing is scheduled for July, and full restitution has been requested.

Sirsi Unicorn Proposal Evaluation Proceeds: Corporate Information Officer Shirley Whelan and Assistant Deputy Director Lucille DeFranks (Support Services) are working with Sirsi National Customer Account Manager Laurie Chase, to evaluate Sirsi’s proposal to upgrade B&ECPL’s DRA Classic Library Automation System to the more powerful and sophisticated Unicorn system. In particular, staff is developing a migration timeline and a comparison between the functions/features available today with DRA and those offered as part of Unicorn. Ms. Chase will visit the B&ECPL to discuss these issues from June 16th to 19th. At that time, she and key B&ECPL staff will visit several libraries, meet with Support Services personnel and members of the administrative team and conduct conference calls with Unicorn migration specialists at the Sirsi headquarters in Huntsville, Alabama. On June 18th, Ms. Chase will be joined by colleagues Kate Duval, National Account Manager, and Pat Sommers, President of Sirsi, in a presentation at the B&ECPL Managers’ Meeting and a subsequent strategic planning meeting with administrative staff.

Web2 Upgraded to Version 2.0: Version 2.0 of Web2 was installed. With its new capabilities, enhancements can be made to the MY ACCOUNT screen to display additional helpful information about materials with generic records. In addition, installation of this version is necessary for migration to Sirsi’s Unicorn.

Serials Module in Full Service: This month, with the addition of the serials holdings of the Mobile Libraries and the Lookie Bookie, a multi-year project to automate the B&ECPL serials records and check-in procedure using the DRA Serials module is complete. As a result, library patrons receive accurate and up-to-date information regarding serials currently received in the System. In addition, use of the Serials module allows claims for missing issues to be generated automatically. Cataloger Mary Ortiz, who was responsible for coordinating the project, will work with Acquisitions Manager Jennifer Childs to maintain the serials holdings, track the claims, monitor title changes, etc., to ensure B&ECPL borrowers of correct and complete information regarding serials.

2003 NYS State Report: On June 10th, Records Management Librarian Ward S. Pautler completed the annual and laborious process of compiling, reviewing, preparing and transmitting the B&ECPL State Report to Albany.

Process Improvement Project: In May, nine additional locations were visited, completing 88% of all sites in the project. It is anticipated that the visits will conclude in June.

Coordinated Outreach Advisory Board: On April 30th, the Coordinated Outreach Advisory Board met in the Central Library. The final grant report for 2002 was discussed and Sharon Y. Holley, Extension Services Administrator, presented the new application for 2003. Former Assistant Deputy Director William A. Miles was nominated to fill a vacancy on this board.

Branch Outreach: On May 16th, North Park Library Branch Manager Kathleen Goodrich represented the B&ECPL at a District Parent Coordinating Council meeting at West Hertel Academy. This group reports directly to the Superintendent of Schools and is presenting a series of workshops to empower parents of Buffalo school students to become more involved with the activities of their children.

New Central Library West End Elevator 90% Complete: A passenger elevator, part of the ongoing Surrogate Court Records Storage Project, will provide wheelchair accessible transport to all floors of the building, including the Mason O. Auditorium and the Court’s space in the former “Civil Defense” room below the Central Library’s front entry ramp.

New Roof Protects East Clinton Library: The City of Buffalo’s contractor recently completed its job of renovating and replacing the East Clinton Branch roof. This project was part of a City capital request funded in a prior budget year. The library’s perennial leaking problems are finally resolved!

Fronczak Library’s Air Conditioning, Air Handling and Electrical Panel to Be Replaced: This project, also a prior year funded City capital request, is expected to receive bids later this month or early next, with construction to begin this summer.

WebFeat Prototype Development Continues: The team continues to refine the WebFeat prototype and is on the verge of usability testing. WebFeat is also preparing for authentication testing at five to ten libraries. CIO Shirley Whelan plans to attend the WebFeat user group meeting at the American Library Association’s annual conference later this month.

2004 Budget Forecast -- Natural Gas Supplies Tighten; Double Digit Price Increases Expected: Declining production at existing natural gas fields, an expected upturn in economic activity, increasing reliance on natural gas to power electric utility generators and forecasts for a colder winter are expected to put significant upward pressure on both heating and electricity supply rates. Winter natural gas prices could double current rates, which are hovering just over $6 per million British Thermal units nationally. Further, this will put pressure on summer electricity supply rates as demand for natural gas used to generate electricity keeps prices relatively high. Bottom line: Expect significantly higher utility costs in 2004.

Miscellaneous Meetings and Appearances: On May 29th, the Director visited the Bird Library at Syracuse University for a meeting of the Board of Directors of the New York Center for the Book. Topics of discussion included the recently completed “Letters about Literature” Program and the 2004 Immigrant Writing Project. On June 5th, the Director, Deputy Directors Stone and Collins and B&ECPL Facilities Manager Peter Misner represented the Library at the 2004 Erie County Capital Projects Budget Hearing. On June 11th, the Director was the guest speaker at the annual dinner of the Buffalo School Librarians Association at the Buffalo Yacht Club. Approximately 50 school library media specialists and educators from the Buffalo Schools attended. On June 14th, the Director, Library Foundation President Leonard R. Lenihan, B&ECPL counsel Patrick E. Martin and Mary Martin were among the guest readers at BLOOMSDAY Buffalo 2003, a celebration of James Joyce’s Ulysses at the Irish Classical Theatre. 2004 marks the centenary of the critically acclaimed but controversial publication, and the Library expects to play a more substantial role in marking the occasion next year. The RENEWAL Committee and the Project Review Committee also met in June.

Agenda Item G – Report of the Foundation Director. Ms. Vedder stated the Library Foundation Board will consider the three funding requests at its next Board meeting. She informed trustees that Sotheby’s recently conducted an estate auction of Mark Twain memorabilia. The Foundation placed two absentee bids with money set aside for special collections development, but was outbid in both instances. Ms. Vedder’s written report contained information regarding Live Homework Help, the Summer Reading Program, the Adventures of Huckleberry Finn CD-ROM, Collins Public Library, Central Renovation Planning and B&ECPL funding support.

Agenda Item H – Public Comment. Valerie Niederhoffer of Buffalo feels both Cazenovia and Dudley libraries are widely used and said a public meeting should have been held near the Dudley Branch. Cazenovia could be made ADA accessible.

John Klukowski of Buffalo urged the Board to reconsider closing two libraries and feels it would be more economical to renovate existing structures rather than spend millions of dollars to build a new facility.

Elizabeth Berry of Buffalo asked the Board to rescind the decision to close two libraries. She complained that no public meetings were held near the Dudley Library and feels the majority of residents living in South Buffalo are not in favor of the plan.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J – New Business.

Agenda Item J.1 – Executive Session. At approximately 4:40 p.m., on motion by Ms. Mahoney, seconded by Ms. Horton, the Board approved a motion to adjourn into Executive Session.

At approximately 4:45 p.m., on motion by Ms. Mahoney and seconded by Ms. Summer, Board members concluded Executive Session and reconvened in public session to act on the personnel matter discussed in Executive Session. Mr. Mahaney introduced Resolution 2003-34, the Reappointment of Deputy Director Shirley Whelan. This reappointment will extend her contract through August, 2005. Ms. Juncewicz made a motion to adopt the resolution. Ms. Summer seconded the motion, which was approved unanimously as follows:

RESOLUTION 2003-34

WHEREAS, the Director has determined that the performance of Deputy Director Shirley P. Whelan has been satisfactory, and

WHEREAS, Ms. Whelan has indicated a willingness to continue in her current capacity for two additional years, constituting a full three-year term, now, therefore, be it

RESOLVED, that the Board hereby approves the appointment of Shirley P. Whelan to the position of Deputy Director (Corporate Information Officer) through August 19, 2005.

There being no further business, on motion by Ms. Mahoney, seconded by Ms. Horton, the meeting was adjourned at 4:47 p.m.

Respectfully submitted,

Annette A. Juncewicz
Secretary

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